Remittance Advice and How To Use It

ABCAdda | Updated Jul 23, 2022

Remittance advice clarity is always good when it comes to invoices and payments. For example, you may have noticed that some of the bills you receive have a section called “Remittance Advice.”

Or you may have heard the aforementioned technical jargon – perhaps from your accountant or accounting department.

Have you ever wondered what a Remittance advice board is or its purpose? Is this something you need to use or ship? Or can you ignore a small part of your bill? What are the potential benefits for you?

Let us solve the mystery for you and unravel what Remittance advice is and how to use them.

Remittance advice definition

The translation comes from “remit,” meaning “to send back.” At its core, Remittance is the exchange of money via Remittance advice.

This is where someone sends funds to another person or entity (e.g., a company), perhaps even across borders. This could be a payment or even a gift.

Remittance advice works just like any other payment you make. There are also many ways to choose. The option you choose will depend on a combination of factors such as:

For example, whether you have access to a bank account, how quickly you need to complete the transaction, and the fees you are willing to pay for the transaction.

However, the most commonly used translation methods are electronic and bank remittances.

What is Remittance?

A Remittance advice meaning document that states why a customer made a certain payment. Although the use of Remittance advice stems from the use of checks, they are still used because some global companies still transact using checks.

Customers send their remittance suggestions and payments so that vendors can keep records. Although digital payments are widely used today, Remittance advice helps organize and compare open invoices with payments, which is especially useful when you handle multiple customer payments daily.

Also known as customer remittances, translation boards typically contain invoice numbers, line-level information, and related payment information. The cash application team has to process the Remittance manually, which can be cumbersome. Read this article to learn about best practices for processing Remittance advice.

What are Remittance advices?

Remittance advice is very similar to a proof of payment that you send to a provider as a paying customer for a company or supplier. The translation agency’s goal is to let them know you have paid their bill.

No tip or remittance receipt is required when paying vendors. Instead, it is polite to help your supplier compare the Remittance you receive with the invoices they send. This certainly helps them with record keeping and creates a good line of communication between you and your provider.

Remittance advice comes in many forms. There are no special requirements. Below we provide some examples.

What is a remittance advice check?

Proof of payment.

What is a Remittance slip?

Remittance slips are very similar to cash registers. Some providers even add Remittance advice to their invoices that you can fill out and return as a customer after you pay.

It’s also a fact that in today’s digital world, Remittance advice slips are not sent very often. For most payments (which are now made online payments), proof of Remittance is sent automatically and electronically after payment is made.

However, sending receipts for physical remittances is more common in certain industries, where, for example, checks are still the most common form of payment.

So do you need to send Remittance advice, and is there any advantage for you? Let’s take a closer look.

What is an example of Remittance advice?

If you’ve ever received a personal check remittance by mail from a company, you may need to tear it at the bottom of a piece of paper. The part of the paper that is not a check is the end of the Remittance.

For example, individuals who receive a tax refund via Electronic Fund Transfer (EFT) may have received a letter by post or an email confirming the payment amount. This letter is a Remittance advice note.

Why do I receive Remittance advice?

The first thing to ask when you receive a wire transfer is whether you expect a check. If you have a claim, owe a tax refund, or are waiting for another form of payment, such as an insurance claim payment, you shouldn’t be surprised if you receive Remittance advice.

If you do not immediately identify the payer or owe you, the translation agency must provide sufficient information, or you can contact the payer for more information.

If you receive a cash Remittance advice by physical check, that’s probably how this company sends the check. Most businesses print checks instead of writing them by hand.

The form they use for their check has Remittance advice built. Both Remittance advice and checks are pre-populated with their accounting software. It may even be impossible to print a check without Remittance advice.

It’s important to note that the information on the Remittance advice can help you, so consider entering the information into your accounting system or scanning the remittance receipt on your file rather than throwing it away.

Do you need to send Remittance advice?

Sending Remittance advice is the best accounting practice and courtesy to the person you are paying. Some companies may require referral advice, but there is usually no formal requirement to submit it.

The biggest benefit of remittance advice is that it helps with record keeping and streamlines the bill collection process.

When you send a check remittance, the recipient can quickly match it to the invoice. However, when you send an online payment from your financial institution, a check or electronic Remittance advice often does not contain enough information for your provider to match your payment with yours.

By sending a separate remittance notice, you can also notify them to verify that their bank account has received your payment if they haven’t marked your invoice as paid.

Why Send Remittance Advice?

In short, you don’t have to send Remittance advice if you don’t want to. But it’s good practice to send one, even if it’s just to give the recipient the courtesy of knowing the payment is on its way.

It also helps your suppliers match your payments to the invoices they will issue to you, which is great for helping recipients manage their accounts receivable department and available records.

In other words, if you think it would be beneficial for your business to receive a remittance tip, it might be helpful to send a remittance tip to someone.

Who Needs Remittance Advice?

As we explained above, the translation slip is optional. But it’s an attitude that sellers appreciate. Receiving payment remittance advice helps suppliers match their payments to invoices more easily. It can also prevent suppliers from being confused about whether you paid your invoice.

You can send remittance advice when you receive an invoice from a supplier or company and have paid the invoice.

What should the Remittance advice contain?

You have weighed the advantages and decided you want to send payment remittance advice to your provider after payment. Or maybe your supplier asks for payment advice on their invoice.

When sending Remittance advice, it should include some important information.

Your remittance notice must contain:

  • Your name (full name is not required as long as the provider can identify you)
  • your address
  • Name of the supplier (payee).
  • supplier address
  • Your payment method (i.e., how you pay your bill), e.g., B. “by check” or “ACH remittance. “
  • Payment amount (how much you paid)
  • The invoice number associated with your payment and Remittance advice (can find this on the invoice from your supplier)
  • The date you made the payment remittance advice

When your supplier is sure to complete the payment, the money transfer will be received (for example, if you send a check in the mail, the payment will take longer than a bank remittance ).

The easiest way is to enter this information on the remittance form that accompanies your invoice. If your supplier has not included a payment advice section on their invoice, you can provide these details on your company letterhead or similar.

Also, don’t forget to include the names and contact information of members of your organization who the provider can contact if they have questions about payment remittance advice.

Types of Remittance advice:

Types of Remittance advice: 1.Paper Remittance 2.Email Remittance 3.EDI-based remittances 4.Web-based Remittance

  1. Paper Remittance: These bills are usually handwritten or printed paper documents. They contain information such as invoice numbers and payment amounts.
  2. Email Remittance: Customers usually send remittance information via email. The Remittance occurs either in the text of the email or as an attachment.
  3. EDI-based remittances: Typically, large companies send remittances via EDI machines. This Remittance is a combination of alphanumeric characters.
  4. Web-based Remittance: At retail giants like Amazon, and Walmart, their A/P teams upload translations to website portals. The vendor cash claim team logs into this portal and downloads the web remittance instructions.

In addition, there are various remittance formats in the industry.

The best way to send remittance advice

There are no specific forms or requirements for sending remittance advice to your supplier. The easiest way is to send it via email. First, check with your provider for the best email address to send remittance suggestions.

If you use the wrong email address, it may not reach accounting. On the other hand, it can get lost in the mix if you only send it to a generic company email address.

Alternatively, you can also use the post and send a remittance form or slip by post. For example, customers who pay by check often use the post office. The customer then sends payment and remittance notifications simultaneously.

If you use regular email, it will likely be slower. So unless there is a specific reason to use direct mail, email would be a better choice for efficiency reasons.

Why is Remittance advice important?

There has been a consistent evolution in terms of reporting and payment methods. As you have noticed, SMEs are moving away from traditional payment methods such as checks to digital payment solutions, ACH, bank, and money transfers via online payments wallets.

Payment advice is usually always sent to the seller along with the check. So why is the payment order slip still showing when we switch from check/cash payment? Does the payee need remittance details? We will see.

Who Uses Remittance advice?

Remittance advice finds its application in every sector that sends and receives payments. Below are three common areas where they are used most often.

  • Bank remittance tips: As the name suggests, the bank sends this payment order slip. There are cases when banks make payments on behalf of their holders. So, this Remittance is sent from the bank to the payee, including information like payment date, sender details, etc.
  • Business Remittance advice: A business remittance occurs between two companies. As mentioned earlier, the company processes supplier invoices and wire payments. They sent a business translation consultancy to the shipping company to communicate this. Employers can also send it to employees to send payments or return credits to keep them updated.
  • Advice on insurance remittance: An insurance remittance Notice is a confirmation message sent by insurance company providers to their customers when they file a claim along with the required documents. Sometimes, a claim payment can be denied, even if the documents are in the right place. If they don’t see payouts on time, they think about the wrong opportunities.

How to send Remittance advice

When sending remittance slips to suppliers, you must include the following:

  • Invoice number.
  • Payment amount.
  • Payment method.
  • Your name and address.
  • Your name and address.
  • The date you sent the Remittance and when you can expect the payment to be completed.

There are no legal guidelines for sending a referral notification document to a service provider. The most convenient way is via email. Notifying suppliers and making cash references can help with their records, even if you make payments online.

Before submitting, check with the provider for the relevant email address. It may not be visible to accounting and may be lost if you send it to the company’s public email address.

You can also send a reminder as a letter. This is common with customers who pay by check and is usually sent with the payment. If the invoice includes a payment suggestion section, remove it, fill it out, and return it to the address provided by the supplier.

Remittance advice example

Your plan to send remittance advice, here are the bank remittance details you must provide.

A little Googling can give you many invalid and outdated templates (Good things never come for free). But to do this properly, you need to be clear about what you should and shouldn’t include in your default remittance advice template.

So if you plan to send remittance advice, here are the bank remittance details you must provide.

  • Your company data: The document’s recipient needs to know where the wire transfer came from. So, in this field, you must enter the company name, address, and contact details. Information about the receiving company. Now contact the company you Remittance the payment to with their contact details.
  • Bill Number: The remittance invoice number is important because it will pull your records. The accounting team can take the invoice and mark it as paid by attaching a remittance slip.
  • Payment date: Add the payment date and the date you sent the Remittance.
  • Payment amount: Even if you include the remittance invoice number, it’s also a good idea to add the amount paid and verify their bank account.
  • Payment method: The inclusion of payment types increases transparency. Decide if it’s a bank remittance, check, or Google Pay. You can be more prepared and sure where to expect your future payments. The estimated delivery date of payment.

Each payment method requires its own payment processing time. You can provide an estimated date when it will reach the supplier.

  • Estimated payment delivery date: Each payment method takes time to process payments. You can provide an estimated date when it will reach the supplier.
  • If the employer sends remittance advice, it must contain the following remittance information.
    • Net and gross salary
    • Employer and employee information
    • An additional allowance is given for overtime, the sixth day, and other reasons.
    • Employee deductions and contributions
    • Payment date

How do I send remittance advice?

Now that you have the template and have made a remittance suggestion let’s look at how to give it to your supplier. Before deciding on your shipping method, look below at the types of formats you can customize.

  1. Paper remittance advice: Despite being dated and a bit clunky, it does its job well. Here you print it on paper and send it.
  2. PDF or digital document: If you make a payment suggestion digitally on your computer, send it.
  3. Software: There is much software that can instantly create and send personalized remittance slips.
  4. Send as a note: Some suppliers send remittance slips with their invoices. This is done in both physical and digital forms. You have to fill it out and send it to the address given.
  5. Send by post: You heard me right. Fill in the slip-on paper remittance advice and send it to your provider’s address.
  6. Sent by email: Email is easy and can be done in a minute. And it’s much faster than physical mail, which takes days to reach. And now you need to know which email address to send. Also, you have a copy of it in the article you submitted.
  7. Let the software do it for you: Even composing and sending an email takes a few minutes. But the software does an automated clearing house when you enter the details. In addition, a dedicated payment management platform and ERP system can generate and send remittance receipts immediately.

Can you request to send remittance advice?

You can always ask people to send you remittance instructions to help you process payments. Technically, you can ask your customers to ship them according to your requirements, but it’s hard to implement. In addition, you could lose a customer if you charge a penalty, such as an additional fee for not submitting a remittance suggestion.

One of the best ways to ensure you receive remittance advice is to include pre printed remittance advice with your invoice. Then, if a customer wants to pay you by check, they can put the remittance advice in the envelope with their check.

If you use an electronic payment method, your payment gateway may automatically generate a remittance slip based on the bill your customer is trying to pay. However, if your customer sends payment by another means, e.g., a check sent by your bank’s bill payment service, you may not always receive a remittance confirmation.

Therefore, it’s also helpful to ask customers to include bank account numbers and invoice numbers in the notes on their checks.

Can you use a bank remittance slip as proof of payment?

You cannot use the remittance advice itself as proof of Remittance. Since this is simply a form you send to confirm that you have paid, there is no guarantee the recipient will ever receive your payment.

You can include a receipt request in your remittance advice, but the recipient may not always send a remittance receipt if it’s unusual.

However, the remittance advice Council may document that you attempted to pay. For example, if the recipient accepts your remittance advice but not your payment, they may be more willing to work with you to find out why rather than simply marking your payment as late.

What’s the best way to send remittance advice?

There is no right or wrong way to send remittance confirmations. When you send a check, it usually includes a remittance note to help the recipient identify the purpose of the check. Some companies prefer to send remittance advice separately as an additional internal control measure. If you pay electronically, you may want to email or post remittance advice, depending on your industry practices.

If you send a remittance slip in the mail, it can be helpful for your supplier to make sure it can be scanned. This helps them avoid manual data entry.

To be scanned, remittance slips must be in black and white, in a standard font such as Arial or Times New Roman, and contain standard descriptions for each field, such as Payment amount and invoice number.

This allows the computer to extract the required information from the scanned image automatically. If you receive a serial invoice from a supplier, it is polite to return it with your payment.

Conclusion:

Remittance advice is a great idea to keep the lines of communication open and clear with the person or business you’re paying. It also prevents unnecessary confusion. So if it doesn’t add extra expense, you must send the remittance advice with the next payment.